Administrative Assistant II - Department of Surgery

Administrative Assistant II - Department of Surgery

Wayne State University is searching for an experienced Administrative Assistant II - Department of Surgery at its Detroit campus location.

Wayne State is a premier, public, urban research university located in the heart of Detroit, Michigan where students from all backgrounds are offered a rich, high-quality education. Our deep-rooted commitment to excellence, collaboration, integrity, diversity and inclusion creates exceptional educational opportunities which prepare students for success in a global society.

Essential functions (job duties):

Plan and perform financial personnel, facilities and administrative activities to ensure operational
activities are conducted responsibly and within established guidelines for a medium size department
within a School, College, Division or Center/Institute of the University. Position duties required the
application of highly specialized skills which can be acquired through a combination of job-related
training and considerable on-the-job experience.

ESSENTIAL JOB FUNCTIONS

• Monitor and reconcile detailed budgets for several general fund, designated, and restricted accounts.
  Review and verify budget revisions and expenditures. Prepare budget projections and plans and
  complete statistical reports on activities to keep administrative head apprised of financial status and
  operational activities of department.

• Review and initiate non-academic and academic personnel forms and paperwork. Prepare, maintain and process personnel and payroll actions and records. Assure adequate staffing levels and regular payroll payments are attained. May possess signatory authority for unit.

• Interview, select and evaluate non-exempt and temporary part-time support staff. Supervise, train
  and instruct them on methods and procedures. Provide direction to department employees on
  methods and procedures. Monitor workflow and staffing levels.

• Plan and coordinate use of facilities which includes requests for building maintenance and repair
  services. Evaluate and maintain equipment inventory. Oversee departmental facilities and
  coordinate space inventory for department.
• Conduct monitor and coordinate special projects as assigned. Prepare a wide array of statistical and
  administrative reports, summaries and questionnaires regarding department activities.
• Represent the department and serve as liaison to outside individuals, professional groups and
  administrators to interpret administrative procedures and policies and to disseminate information on
  department activities.
• Perform related work as assigned.

This level requires highly specialized non-theoretical skills coupled with an in-depth understanding of program activities to assume responsibility for the administrative functioning of a medium size department in the University. Work activities demand the application of many procedures to differing situations and offer the incumbent latitude in determining the sequence in which these procedures should be applied. Situations may also require the search for new applications of procedures and the
establishment of new priorities. Work assignments are somewhat complex and require an understanding of a specific discipline, such as accounting or business administration. Incumbents provide instruction and guidance to students, staff and the general public on the department's functioning and provide supervision to non-exempt department staff. Supervision, guidance and assistance is provided to department staff on administrative policies, procedures and functioning. Work assignments are performed independently and under the direction of an academic or administrative head, e.g. Dean, Director, Chairman, Program/Project Director or Manager. This classification is typically located in a department, School, College, Division, Center or Institute.

Unique duties:

Qualifications:

• Graduation from an accredited college or university supplemented by coursework in business administration, accounting or related field and/or an equivalent combination of education and/or experience.
• Reasonable knowledge of accounting principles and bookkeeping procedures and applications.
• Reasonable knowledge and experience with University academic and/or non-academic personnel processing procedures and practices.
• Some knowledge of University administrative systems, including FMS/BAR, HRMS, PPS, GBS, and ATS.
• Some knowledge of and experience with PC and computer based applications and local area network technologies.
• Reasonable knowledge of and experience with University policies and procedures.
• Some supervisory experience required.
• Ability to communicate effectively with others.
• Strong analytic and problem solving skills.
• Ability to establish and meet deadlines, work under extreme pressure and function independently.
• Typically, incumbents have held staff support positions, e.g. Administrative Assistant, Accounting Specialist, Personnel Specialist, etc.

Preferred qualifications:

Reasonable knowledge of research grant/contracts preferred.

School/College/Division:

H06 - School of Medicine

Primary department:

H0615 - Surgery

Employment type:

• Regular Employee
• Job type: Full Time
• Job category: Staff/Administrative

Funding/salary information:

• Compensation type: Annual Salary
• Salary minimum: 49,781.00
• Salary hire maximum: 59,739.00

Working conditions:

This position must be filled pursuant to the provisions of a collective bargaining agreement, and as such may be filled by a qualified bargaining unit member, should one apply.

Job openings:

• Number of openings: 1

Background check requirements:

University policy requires certain persons who are offered employment to undergo a background check, including a criminal history check, before starting work. If you are offered employment, the university will inform you if a background check is required.